Privacy Policy

01 Who We Are

WorkProof Technologies Inc. (“WorkProof,” “we,” “our,” or “us”) is a corporation that develops and operates a cloud-based job management platform for small and mid-size contracting businesses, accessible at workproof.pro and related mobile applications (collectively, the “Platform”).

We are the data controller responsible for the personal information processed through the Platform.

02 Scope of This Policy

This Privacy Policy applies to:

• Visitors to our website at workproof.pro
• Users who sign up for a WorkProof account or free trial
• Employees and contractors of our business customers who are invited to use the Platform as team members
• Individuals whose information is entered into the Platform by our business customers (such as end-client contact details)

This Policy does not apply to third-party websites linked from our Platform. We encourage you to review the privacy policies of any third-party services you access.

03 Information We Collect

Information you provide directly

• Account information: name, business name, email address, and password when you create an account
• Billing information: billing address and transaction history. Payment card details are entered directly into Stripe’s secure hosted forms and are never transmitted to or stored on WorkProof servers (see Section 7)
• Profile information: display name, profile photo, and job role
• Customer records: names, addresses, phone numbers, and email addresses of your business customers that you enter into the Platform
• Job records: job descriptions, site addresses, notes, checklist responses, time entries, material lists, photos, and change order details
• Communications: messages you send to our support team

Information collected automatically

• Usage data: pages viewed, features used, actions taken, and session duration
• Device information: IP address, browser type, operating system, and device identifiers
• Location data: approximate location derived from IP address only. GPS coordinates are used solely to tag job site photos within the app and are stripped before storage
• Log data: server logs including timestamps and error reports

Information from third parties

• Stripe: provides payment confirmation status and limited billing metadata (last 4 digits, card brand, expiry). No full card numbers are received by WorkProof
• SMS providers: delivery receipts for job dispatch notifications sent via text message

04 How We Use Your Information

We use the information we collect to:

• Create and manage your account and provide access to the Platform
• Process subscription payments through Stripe and maintain billing records
• Send job assignment notifications and alerts to field technicians via SMS and push notifications
• Operate the real-time dispatch, field documentation, and invoicing features of the Platform
• Respond to support requests and communicate with you about your account
• Send service announcements, product updates, and, where you have consented, marketing communications
• Monitor Platform performance, diagnose technical issues, and improve our services
• Detect and prevent fraud, abuse, and unauthorized access
• Comply with applicable legal obligations

05 We Never Sell Your Data

This applies to all categories of personal information we hold, including account data, job records, customer contact details, photos, and any other content you or your team submits to the Platform.

06 Sharing Your Information

We share personal information only in the following limited circumstances:

• Service providers: trusted third-party vendors who process data strictly on our behalf and under confidentiality obligations, including cloud infrastructure providers, Stripe (payment processing), SMS gateway providers, and transactional email services. These vendors are contractually prohibited from using your data for any purpose other than providing services to WorkProof.
• Within your company account: information entered by one team member (e.g., a dispatcher) is visible to other team members with appropriate roles within the same WorkProof account, as intended by the Platform’s design.
• Business transfers: if WorkProof is acquired, merged, or undergoes a restructuring, personal information may be transferred to a successor entity. Affected users will be notified in advance and given an opportunity to delete their data.
• Legal requirements: when required by law, court order, or government authority, or where necessary to protect the rights, property, or safety of WorkProof, its users, or the public. We will notify you of such requests where legally permitted to do so.

07 Payment Processing & Card Data

WorkProof receives from Stripe only a non-sensitive token and limited billing metadata (such as the last four digits of the card, the card brand, and the expiry month and year) for display purposes. This metadata cannot be used to initiate transactions and is not a substitute for actual card data.

Stripe’s privacy practices are governed by the Stripe Privacy Policy.

08 Data Retention

We retain personal information for as long as your account is active or as needed to provide services. Specifically:

• Active accounts: data is retained for the full duration of the subscription
• After cancellation: account data is retained for 90 days in read-only format, then permanently deleted, except where longer retention is required by law
• Billing records: retained for seven (7) years to satisfy applicable tax and accounting requirements
• Encrypted backups: may persist for up to 30 days following deletion from live systems before being purged

You may request earlier deletion of your personal information by contacting us, subject to our legal retention obligations.

09 Security

We implement industry-standard safeguards to protect personal information, including:

• Encryption of all data in transit using TLS 1.2 or higher
• Encryption of all data at rest
• Role-based access controls that limit employee access to personal data on a need-to-know basis
• Per-company isolated database environments to prevent cross-tenant data access
• Regular security assessments and vulnerability testing

No transmission or storage method is 100% secure. If you believe your account has been compromised, please contact us immediately at [email protected].

10 Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: request a copy of the personal information we hold about you
• Correction: request correction of inaccurate or incomplete information
• Deletion: request deletion of your personal information, subject to our legal retention obligations
• Portability: request your data in a structured, machine-readable format where technically feasible
• Withdrawal of consent: withdraw consent to optional uses, including marketing communications, at any time
• Opt-out of sale or sharing: as stated in Section 5, we do not sell or share your data for third-party commercial purposes. No opt-out is necessary, but you may contact us to confirm.

Canadian residents may also file a complaint with the Office of the Privacy Commissioner of Canada.

California residents may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know, delete, and opt out of the sale of personal information. WorkProof does not sell personal information, so no CCPA opt-out is required. To exercise any other CCPA right, contact us at the address below.

To exercise any of the above rights, contact us at [email protected]. We will respond within 30 days.

11 Cookies and Tracking

Our Platform uses the following cookie types:

• Strictly necessary: required for authentication, session management, and security. Cannot be disabled.
• Analytics: used to understand how the Platform is used. We use privacy-respecting tools that do not track individuals across unrelated websites.
• Preference: remember your settings, such as display preferences.

You can manage cookie preferences through your browser settings. Disabling analytics cookies does not affect Platform functionality. We do not use cookies for advertising or cross-site tracking.

12 Commercial Electronic Messages

We comply with Canada’s Anti-Spam Legislation (CASL) and the US CAN-SPAM Act. We will only send marketing or promotional messages where you have provided consent. Transactional messages (account confirmations, invoices, password resets, job notifications) do not require separate marketing consent and will always be sent as needed to operate the service.

You may withdraw marketing consent at any time by clicking “Unsubscribe” in any email or contacting us directly. Withdrawal does not affect your Platform access.

13 Children’s Privacy

The Platform is intended for business use by individuals 18 years of age or older. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us and we will promptly delete it.

14 Cross-Border Data Transfers

WorkProof is incorporated in Canada. Some of our service providers, including Stripe and cloud infrastructure providers, process data in the United States. When data is transferred outside of Canada, we ensure appropriate safeguards are in place consistent with applicable privacy law, including PIPEDA and, where applicable, US state privacy requirements.

By using the Platform, you acknowledge that your information may be processed in jurisdictions outside your country of residence.

15 Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice within the Platform at least 30 days before changes take effect. The “Last updated” date at the top of this page reflects the most recent revision. Continued use of the Platform after the effective date constitutes acceptance of the updated Policy.

16 Contact & Complaints

For questions, requests, or concerns about this Privacy Policy, contact us at:

Canadian residents who are not satisfied with our response may contact:

US residents may contact the Federal Trade Commission (FTC) at ftc.gov or their applicable state Attorney General for privacy concerns.